Creating a single "survey" for a series of responses from different respondents (ie. approvals) | XM Community

Creating a single "survey" for a series of responses from different respondents (ie. approvals)

  • 17 October 2018
  • 33 replies
  • 1651 views

Userlevel 4
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Apologies if this is on the community already. I did some quick searching and didn't see it anywhere.

Last year I created a purchase approval "survey" that allowed for a series of approvers to view previous responses and then add to the survey. This was done straight out of the box in Qualtrics.

Step 1

Get the retake link

While you are building your survey, you'll need to preview and complete the survey at least once. Then under Data & Analysis > Find that response > Actions > click on Retake Response.

!

Your survey link should look similar to this:
https://wsu.co1.qualtrics.com/jfe/form/SV_12345?Q_R=R_12345&Q_R_DEL=1

!

Step 2
Take the link that you generated in Step 1 and replace the response ID with pipe text for the response ID
Example:
https://wsu.co1.qualtrics.com/jfe/form/SV_12345?Q_R=${e://Field/ResponseID}&Q_R_DEL=1

IMPORTANT NOTE:
Make sure Q_R_DEL=1 stays in the url to maintain previous response data.

Step 3
Add Embedded data to the URL for logic on the return trip and add display logic accordingly.

You'll probably want to show the "approver" or next person certain fields that the first responder didn't see. You'll have to add something like &Approver=1 to the end of the URL (https://wsu.co1.qualtrics.com/jfe/form/SV_12345?Q_R=${e://Field/ResponseID}&Q_R_DEL=1&Approver=1). Set embedded data in the Branch Logic to pull in from the URL and set display accordingly off of that embedded data field.

ANOTHER IMPORTANT NOTE:
Whoever comes to the "survey" in subsequent trips WILL NEED TO SEE ALL PREVIOUS DATA. If you do not display certain fields to the "approvers", the previous data for those fields WILL BE DELETED.

Step 4
Create Action for Response Email

I suggest emailing via Actions vs Email Triggers so you can name your emails accordingly (if you are setting up the survey for multiple approvers and creating logic off of embedded data).

Create an email that goes to the person who needs to approve the survey that was filled out. Put the link from Step 3 in the body of the email.

Let me know if something doesn't make sense and I'll elaborate some more on this post.

33 replies

Userlevel 4
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Hey All,
I have a demo survey set up that illustrates how this works. If you DM me and send me your email, I'll share the demo survey out to you.
I am also planning on creating a video tutorial on how to get this done and also, how to daisy-chain multiple "approvers".

Hi I'd really like to use this flow -- But once I get to step 3 I need some assistance - how do I "add Embedded data to the URL for logic on the return trip and add display logic accordingly."
Which tutorial should I read? Thanks.
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For those of you trying to make sense of this, I found this article very helpful before diving into the above comments: https://www.qualtrics.com/support/survey-platform/data-and-analysis-module/retake-survey-link/
The last three sections are essential to your understanding this.

Userlevel 4
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Hey Qualtrics Community! I finally created the video I promised forever ago. I hope it helps all who need it.
Single survey for multiple responses.

With the new product idea area in the community has idea around integrating this process more into the core experience of Qualtrics been submitted?
I have managed to make this work for 1 approver abut I have a series of up to 8 needed approvals from 1 survey. Can you advise on the logic to make this happen?
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Clint - thanks for taking the time to show how to set this up! We've been working to set up an approval workflow on a few of our forms, and I was able to adapt this perfectly to suit our needs!
One suggestion I wanted to make for anyone who doesn't want to display all of the questions to the next person in the approval chain is to push your question responses to embedded data fields in the survey flow at the conclusion of the initial response. This can be done by assigning a piped text reference to a field in an embedded data block.
These will then be retained through as many approvers as you need without needing to display an editable field. It makes the survey flow and resulting data a bit ugly, but it works.

Userlevel 7
Badge +33
All steps are correct, you have to use retake link and the trigger emails. Also you can show earlier responses to approver, like by dragging the already filled block to the approver branch logic.
Thanks Clint...I'm having some difficulty following. Is it possible for you to set up and share a dummy survey that follows the steps you provided?
Userlevel 2
Badge +7
Reading through this actually brings up an issue I'm having. We have email triggers and tasks based on one of the conditions being the Q-R field is empty (a new survey). If we mark one of the questions incorrectly and complete the survey, can we use the retake link and add at the end ?Q_R= Will that "erase" the field so the survey appears "new"?
Userlevel 1
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I am trying to create a survey where designated staff in the office have to review and approve a user's submission. However, when a staff clicks on the link (as outlined in steps 2 and 3), the respondent's data is deleted. I am having difficulty understanding what I need to adjust in my survey flow to ensure that the respondent's information is maintained. I have attached a .qsf file of the survey instrument. Any assistance and advise is greatly appreciated.
I cannot, for the life of me, make this work. I can't get the retake URL with ?Approver=1 to take the approver to the page that has the completed questions. Or the additional approval questions.
Userlevel 7
Badge +6
@sabauml - What is your URL building logic look like?
@akdashboard

https://ivytech.qualtrics.com/jfe/form/SV_aV3zkK6p1GQaNeJ?Q_R=R${e://Field/ResponseID}&Q_R_DEL=1&Role=Approver
Userlevel 7
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@sabauml -

Your missing the embedded data field that you are setting the Response ID to. Just like you have Role=Approver you need Q_R={e://Field/ResponseID}.


Your URL should be: https://ivytech.qualtrics.com/jfe/form/SV_aV3zkK6p1GQaNeJ?Q_R=R$Q_R={e://Field/ResponseID}&Q_R_DEL=1&Role=Approver
Userlevel 7
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@sabauml -

OOOPS - I misread! You have an extra "R"... that is all that is wrong. Remove the 2nd R in Q_R=R.
@akdashboard - so...

https://ivytech.qualtrics.com/jfe/form/SV_aV3zkK6p1GQaNeJ?Q_R=$Q_R={e://Field/ResponseID}&Q_R_DEL=1&Role=Approver

?
Userlevel 7
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> @sabauml said:
> @akdashboard - so...
>
> https://ivytech.qualtrics.com/jfe/form/SV_aV3zkK6p1GQaNeJ?Q_R=$Q_R={e://Field/ResponseID}&Q_R_DEL=1&Role=Approver
>
> ?

No - https://ivytech.qualtrics.com/jfe/form/SV_aV3zkK6p1GQaNeJ?Q_R=${e://Field/ResponseID}&Q_R_DEL=1&Role=Approver

You can read this as:
Base URL
? (this notes an appending of the URL)
Q_R=ResponseID
&
Q_R_DEL=1
&
Role=Approver
OK, so for some reason the URL is stripping the info out from the email. It's going back to...

https://ivytech.qualtrics.com/jfe/form/SV_aV3zkK6p1GQaNeJ

@Akdashboard, any ideas why?
Userlevel 1
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I'm running into an issue with survey I have built where Qualtrics creates a new response record after I complete the "reviewer" portion of the survey. Has anybody else run into this issue? The retake survey link that I have included in the email follows the same method described in the original post.

This is the retake survey link that is inserted into the Action Email: https://bsu.qualtrics.com/jfe/form/SV_1QZUEkVntvYvu2V?Q_R=${e://Field/ResponseID}&Q_R_DEL=1&CollectionMethod=${e://Field/CollectionMethod}&ExternalDataReference=${m://ExternalDataReference}&MessageID=${e://Field/MessageID}&Role=Reviewer
Userlevel 7
Badge +6
@ambrubaker - remove "Q_R_DEL=1" and you won't have the issue with a new record being created. You will still get counted as an auditable response, but it will delete the first response.
Userlevel 4
Badge +5
Sorry everyone, I just looked on here and realized that I've left everyone hanging. Here are some screenshots that hopefully shed light on this.

Survey Builder
!

Survey Flow
!

Actions
!

Email
!

Initial Survey
!

Final Survey
!

I'll try to be more attentive to questions from here on. Hope this clears things up.
Badge +1
> @Clint said:
> Sorry everyone, I just looked on here and realized that I've left everyone hanging. Here are some screenshots that hopefully shed light on this.
>
> Survey Builder
> !
>
> Survey Flow
> !
>
> Actions
> !
>
> Email
> !
>
> Initial Survey
> !
>
> Final Survey
> !
>
> I'll try to be more attentive to questions from here on. Hope this clears things up.
Hello!

I can not get the link to work. These are the links I am currently attempting to use in the email.

https://umn.qualtrics.com/jfe/form/SV_aaDpz59ZbSfoBUh?Q_R=${e://Field/ResponseID}&Approver=1

and I've tried

https://umn.qualtrics.com/jfe/form/SV_aaDpz59ZbSfoBUh?Q_R=$e://Field/ResponseID}&Q_R_DEL=1&Approver=1

Please let me know what I am doing wrong in the binding. I have the question set to only appear when approver = 1 and each link is bringing me to a blank survey form

Thanks!
Userlevel 1
Badge +3

Has anyone else gotten this to work and would share their survey flow and survey? And could someone provide more detail on how embedded data for Approver works? It's not clear to me when the approver is assigned a value of 1.

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